IT Division Policy and Procedure Statement System

This policy and procedure statement (PPS) outlines a standard format for defining and communicating Information Technology (IT) Division policies and procedures. It also provides a means to organize individual policy statements and establishes a mechanism to review and update existing policies to reflect current practices.

IT/PPS statements relate to the Information Technology Division and may also affect other parts of the university.

University Libraries, within the IT Division, also maintains unit-level policies and procedures, identified as Operating Letters, specific to library operations.

AUTHORITY INVOKED BY IT/PPS DOCUMENTS

At any time a conflict should occur between an IT/PPS and policy as reflected in documents of a higher authority (e.g., federal law, state law, Coordinating Board policy, Regents Rules, etc.) the policy as outlined in the document of higher authority would prevail. At any time a conflict should occur between policies of Texas State, University Policy and Procedure Statements (UPPS), and divisional policy statements, the policy of the Texas State or UPPS will prevail.

PROCEDURES FOR FORMATTING IT/PPS DOCUMENTS

All IT/PPSs will follow the proper format as outlined in the divisional PPS and consist of the following sections, as necessary:

Definitions – section is only applicable if definitions are necessary for the policy

Guidelines – rules governing the procedure

Procedures – informs the reader on how to proceed

Reviewers – lists responsible individuals for review

Certification Statement – lists certification of PPS by the senior reviewer and vice president

The heading of PPSs will follow the format of the heading of this PPS.

The first section of each PPS should present a brief rationale for the policy stated therein.

Subsequent sections of the PPS should, in numbered paragraphs, provide the specific details of the policy or procedure.

The section of each PPS titled “Reviewers of this PPS” will list all review responsibilities by position and the date of such responsibility. The section titled “Certification Statement” will certify the PPS by the senior reviewer and the vice president.

PROCEDURES FOR ISSUING IT/PPS DOCUMENTS

PPSs will be issued in a form similar to this PPS and will be numbered according to assigned categories. The vice president for Information Technology (VPIT) will appoint an administrator of PPSs who will oversee the operation of the IT/PPS system. Duties of the administrator will include systematic filing of PPSs, new issues, page revisions, pen & ink changes, and maintenance of a PPS index.

Proposed PPSs will be routed for approval through administrative channels to the VPIT.

Annually, the executive assistant will determine which PPSs are due for review and will notify the PPS reviewer. The reviewer will prepare a draft including updates and policy changes. The administrator will then route the PPS through appropriate approval channels. If, upon review, it is determined that no changes are required, the policy will be routed “as is” through appropriate approval channels.

Any individual may suggest updating, revising, or canceling a PPS by filing the suggestion through administrative channels to the vice president.

Each significant modification to a PPS will require a new issue number.

Individual sections of a PPS may be revised without changing the entire PPS. Should a minor modification of a PPS be required, known as a Pen & Ink change, the same issue number should be shown on the first page.

REVIEWERS OF THIS PPS

Reviewers of this PPS include the following:

Position

Date

Executive Assistant, Information Technology

September 1 EY

Assistant Vice President, Information Technology Assistance Center

September 1 EY

Assistant Vice President, Information Technology Business Operations

September 1 EY

Associate Vice President, Instructional Technologies Support

September 1 EY

Associate Vice President, Technology Resources

September 1 EY

Associate Vice President, University Libraries

September 1 EY

Special Assistant to the Vice President, Information Technology

September 1 EY

Chief Information Security Officer, Information Technology

September 1 EY

Vice President for Information Technology

September 1 EY

CERTIFICATION STATEMENT

This PPS has been reviewed by the following individuals in their official capacities and represents Texas State Information Technology policy and procedure from the date of this document until superseded.